Contents

• [9.9] 13.1 Overview

• [9.9] 13.2 General Information

• [9.9] 13.3 Action

• [9.9] 13.4 Agent Profile

• [9.9] 13.5 Time Report Period

• [9.9] 13.6 Time Spent on Investigations and Other Activities

• [9.9] 13.7 Signatures, Initials & Entry Date

• Exhibit [9.9] 13-1 Form 5043, Criminal Investigation Monthly Activity Report

[9.9] 13.1  (08-04-1999)
Overview

1. This chapter describes the purpose, requirements, and specific data entry instructions for each section of Form 5043, Criminal Investigation Monthly Activity Report (Exhibit 9.9.13-1).

[9.9] 13.2  (08-04-1999)
General Information

1. Criminal Investigation Monthly Activity Report, Form 5043, will be prepared by all Criminal Investigation special agents.
2. A special agent must be established in the CIMIS database before any time data relating to that agent may be entered. Once a special agent has been established in the database, an entry in Item 1 "Agent's SSN" is all that is required by the system to identify the special agent.
3. If the lead agent assigned to any open investigation is detailed out, transferred out, retires, or leaves CI, all open investigations will be reassigned to the unassigned group pool of the agent unless the investigations are reassigned to other agents.
4. Time Report Period (Begin/End/Date): The first day of the month through the last day of the month, except for instances described below in text 13.5.
5. The special agent is responsible for the accuracy of all data reported on Form 5043 and signing the form. The appropriate manager will review and sign all Forms 5043 prior to input of the data.
6. Time may only be charged to investigations by Special Agents Asset Forfeiture Coordinators, Strike Force Coordinators, OCDETF Coordinators, CIS/Functional Coordinators, SCERS, Tech-ops, and Investigative Report Reviewers. Management officials may not charge time to investigations. If a group manager is also the OCDETF or Strike Force Coordinator, the appropriate coordinator position code should be used.
7. Reporting Hours:
   1. Regular hours report in whole hours in the column title "REG-HRS."
   2. LEAP (Law Enforcement Availability Pay) hours report in quarter hours in the column titled "LEAP-HRS."
   3. Credit hours report in quarter hours in the column titled "OTHER-HRS." Charge the credit hours to the appropriate activity, i.e., to investigations or line items 25 thru 41. When credit hours are taken as leave, they must be reported in whole hours in line item 42.
   4. Compensatory hours report in quarter hours in column titled "OTHER-HRS." Charge the compensatory hours to the appropriate activity, i.e., to investigations or line items 25 thru 41. When compensatory hours are taken as leave, they must be reported in whole hours on line item 42.
8. Mandatory Data Fields:

Forms 5043 should be input to CIMIS through office terminals on the first or second workday of the following month. Line items 25 through 42 must be entered into CIMIS by using the CIMIS description codes. Refer to line item instructions in text 13.6 for the appropriate CIMIS description code.

[9.9] 13.3  (09-16-1998)
Action

1. Add Agent Profile : Place an "X" in this block if being added as a new agent in Criminal Investigation. Enter the required information in Items 1 through 9 and 11 through 13. Items 10 and 14 must be entered if applicable. Record the date entered into CI as a new agent in the effective date field.
2. Update Profile :
   1. Place an "X" in this block if the agent's profile has changed.
   2. Any change to the special agent's group, or position, will require an update of the database. A Form 5043 must be submitted to reflect the official duty time expended during the period prior to the change and another to reflect the time expended after the change. For example, on the 19th of the month, an agent changes from Group 1 to Group 2. A Form 5043 should be prepared and input into CIMIS reflecting the agent's time for the 1st thru the 18th of the month in Group 1. A second Form 5043 should be prepared and input to establish the agent in Group 2 and reflecting the agent's time for the 19th through the end of the month in Group 2.
3. Detail Agent (Out) : Place an "X" in this block when an agent is detailed to another CI office. Enter in Item 9 the CI office code to which agent is being detailed and record the date the detail is effective in the effective date field. Refer to Exhibit 200-1 Criminal Investigation Office Codes. Personnel detailed to another CI office will prepare a Form 5043 to reflect the time expended on the activities involved with during the detail. Do not report time on line 37 "Details to Activities outside Criminal Investigation." Time charged to line 37 is used only if the special agent is detailed to another activity outside Criminal
   Investigation.
4. Detail Agent (Back) : Place an "X" in this block when an agent ends their detail and returns to original CI office. Enter in Item 9 the office code to which the agent is returning to and record the date the detail ended in the effective date field. A Form 5043 is required to be submitted reflecting the special agent time expended prior to this status change.
5. Transfer Agent : Place an "X" in this block if transferred to another CI office outside the home CI office. Enter in Item 9 the office code to which agent is being transferred. Form 5043 is required to be submitted reflecting the special agent time expended prior to this status change. The Special Agent's Profile is required to be updated only after the special agent time report has been entered.
6. Agent Retires : Place an "X" in this block if a special agent retires. A Form 5043 is required to be submitted reflecting the special agent time expended prior to this status change. The Special Agent's Profile is required to be updated only after the special agent time report has been entered.
7. Agent Leaves CID : Place an "X" in this block if a special agent leaves CI. A Form 5043 is required to be submitted reflecting the special agent time expended prior to this status change. The Special Agent's Profile is required to be updated only after the special agent time report has been entered.
8. Agent Returns to Duty : Place an "X" in this block if a special agent left CI and returns to active duty. The Special Agent's Profile is required to be updated.
9. Effective Date : Enter the effective date when an agent is added to the database, reassigned to another group, changes position code, or the agent's status changes i.e., detailed, transfers, retires, leaves CI, or when an agent returns to duty.

[9.9] 13.4  (08-04-1999)
Agent Profile

1. Item 1, SSN: Social Security Number of the reporting special agent will include dashes: Example "987-65-4320."
2. Item 2, Name: (Last, First, Middle Initial and Extended Name): Name of the reporting special agent.
3. Item 3, DOB: Enter date of birth of the agent. Once an agent is established on the database, this item is not required to be filled out each time period.
4. Item 4, Pay Plan/Grade: Enter grade of the agent, preceded by "GM" or "GS" or "ES" , as appropriate. Once an agent is established on the database, this item is not required to be filled out each time period unless there is a change.
5. Item 5, LEAP: (Law Enforcement Availability Pay): Enter 0 or 25. Once an agent is established on the database, this item is not required to be filled out each time period unless there is a change.
6. Item 6, 6(c) Date: Enter the date the agent became a series 1811. Once an agent is established on the database, this item is not required to be filled out each time period unless there is a change.
7. Item 7, Retirement Plan Code: Enter "C" for CSRS, "F" for FERS, "O" for Offset, or "N" for none. Once an agent is established on the database, this item is not required to be filled out each time period unless there is a change.
8. Item 8, Position: Enter the appropriate two character position code. If a group manager is also the OCDETF or Strike Force Coordinator, the appropriate coordinator position code will be used. Once an agent is established on the database, this item is not required to be filled out each time period unless there is a change. Only change position code for acting assignments when a Form SF-52 "Request For Personnel Action" has been issued. (H Headquarters, A Area Office, D District Office)

Item 9, Office: Enter the two digit appropriate office code number. Refer to Exhibit 200-1 Criminal Investigation Office Codes. Once an agent is established on the database, this item is not required to be filled out each time period unless there is a change.

Item 10, Branch: Enter the alpha/numeric character(s) of the branch to which you are assigned (e.g., A, B, 01, 02, etc.). Once an agent is established on the database, this item is not required to be filled out each time period unless there is a change.

Item 11, POD (Post of Duty): Enter the post of duty code. Refer to Exhibit 400-1 Post of Duty Codes. Headquarters and Area Office employees enter code "00." Once an agent is established on the database, this item is not required to be filled out each time period unless there is a change.

Item 12, Group: Enter your group number. Group Number 5 will be shown as "05." Employees not assigned to a group such as chief, branch chief, etc., will enter "30." Headquarters and Area Office employees enter code "30." Once an agent is established on the database, this item is not required to be filled out each time period unless there is a change.

Item 13, Phone: Enter the ten digit telephone number of your post of duty. Once an agent is established on the database, this item is not required to be filled out each time period unless there is a change.

Item 14, Skill Code: Enter the appropriate skill codes and the current outside employment code(s) if applicable. The system will maintain a record of all entries in this multiple field.

[9.9] 13.5  (09-16-1998)
Time Report Period

1. Beginning Date: Enter first date of the period in mm/dd/yy form.
2. Ending Date: Enter the last date of the period in mm/dd/yy form.

[9.9] 13.6  (08-04-1999)
Time Spent on Investigations and Other Activities

1. Items 15 through 24, Investigations: Enter the investigation number, the last name of the investigation and the appropriate number of hours applied.
2. Item 25, Receipt of Information Item: Time expended on the receipt of information items. Do no include time spent on development of Information Items. CIMIS description code 01.
3. Item 26, Civil Fraud Penalty: Time spent assisting the Examination Division in establishing the civil fraud penalty. CIMIS description code 11.
4. Item 27, Protection Assault, Building, Personnel, Dignitaries: Time expended investigating assaults or threats of assault against IRS employees; time spent on protection of Federal buildings and personnel, e.g., bomb threats, demonstrations, riots, etc; time spent assisting Secret Service and other non-IRS agencies protecting dignitaries and elective office candidates. CIMIS description code 07.
5. Item 28, Armed Escort: Time on armed duty, such as protection of cashiers, revenue officers, and other IRS employees. CIMIS description code 08.
6. Item 29, Secret Service Detail: Time spent by Special Agents assigned to the 21 day Jump Team & Residence Security Team Details for Secret Service. CIMIS description code 31.
7. Item 30, Special Assignment Regional, District Counsel, or Other: Time expended on requests from Regional or District counsel for Tax Court cases, etc. Do not include time on Subject Investigations which are open civilly. Other: Enter time spent on terminating tax years, time spent on an investigation which has been closed civilly, and time spent on courtesy investigations requested by Foreign Programs Division. CIMIS description code 13.
8. Item 31, Quality Improvement Program: Time expended while participating in the Quality Improvement Program. CIMIS description code 16.
9. Item 32, Training Instructor: Time expended on classroom and on-the-job training, etc., including preparation time. CIMIS description code 17.
10. Item 33, Training Student:
    1. Time expended on classroom and required correspondence courses. Also on-the-job training (OJT), such as observing other agents in work situations, or conferring with a group manager and/or OJT coach to acquire knowledge and instructions about the work.
    2. Time expended for developing information or obtaining data that will contribute toward completion of a trainee's or another agent's Investigation will be charged to the Investigation, not to training.
    3. If an agent requires almost constant supervision and observation during performance of tasks, time should be charged to training; but when an agent is able to participate with only intermittent supervision and a supervising agent is also free to accomplish productive work, then it is considered that a trainee is assisting in investigative work and time will be charged to the appropriate investigations.
    4. When an OJT situation involves an allocation between time expended on training or an Investigation, time expended in learning how to accomplish a task should be charged to training and time expended in actual performance should be charged to
       Investigation.
    5. CIMIS description code 18.
11. Item 34, Professional Development: Time on professional development activities other than training; include time on district and area seminars and discussions relating to investigative procedures and techniques, CPE, reading the Criminal Investigation Digest, changes in IRM Part IX, other official instructional material, practice/qualifying with firearms and with investigative equipment outside of training courses. CIMIS description code 19.
12. Item 35, Supervision and Management: Time on duties of a managerial or supervisory nature not reflected in other items in this report. This includes time of the chief, branch chief, group managers, and area and headquarters personnel on functions of a general managerial nature, supervision of investigations, evaluation of workload, allocation and control of assignments, meetings and conferences on management matters, and preparation of management and operations reports. Time spent on specific duties listed in other items in this report by supervisory personnel will be listed in the appropriate item. CIMIS description code 20.
13. Item 36, Administrative Duties: Time expended on administrative duties not part of the employee's regular functional responsibilities. Includes time spent on non-technical duties such as forms committees, records management, and general housekeeping. Examples moving, ordering supplies, automobile and investigative equipment maintenance. CIMIS description code 21.
14. Item 37, Details to Activities outside Criminal Investigation: Time on details or temporary assignments outside the control of Criminal Investigation function. Do not include time on temporary assignment or detail to another Criminal Investigation Office. CIMIS description code 22.
15. Item 38, Freedom of Information, Privacy Act, Problem Resolution Program (PRP): Time expended in connection with EEO; Compliance 2000; Freedom of Information requests; Time expended on Privacy Act requests; Problem Resolution Program: Charge only time that would not have been expended except for PRP. Examples include the preparation of Form 5543, Problem Resolution Record, or other "overhead" time when working on a PRP case; or time spent on PRP activities, such as trend analysis, training, etc., by Criminal Investigation employees designated to perform PRP duties. Refer to IRM 977(10). CIMIS description code 23.
16. Item 39, Specialized Duties: Time expended on administrative duties related to the activities specific to the Asset Forfeiture Coordinator, Computer Investigation Specialist, Investigation Report Review, or SCERS, Tech-Op and Physical Fitness Coordinators. CIMIS description code 29.
17. Item 40, Physical Fitness Program (PFP): Enter the actual time expended in Physical Fitness Program. CIMIS description code 30.
18. Item 41, Paid Leave Taken: Enter the total number of hours of annual, sick, and other paid leave taken as reported on district time and attendance records, i.e., Federal Holidays, Jury Duty, Military Leave, Administrative Leave, etc. CIMIS description code 28.
19. Item 42, Other Leave Taken: Enter the total number of compensatory hours used, credit hours used, and LWOP hours. Report in whole hours only.
20. Item 43, Total Hours: Enter the sum of lines 15 through 42 for each column. The total for the "Regular Hours" column must be equal to the sum of paid leave taken, other leave taken, and the regular work hours for the month. The only exception to this is if an agent works only part time.
21. Item 44, LEAP Exclusion Days: Enter the total number of exclusion days.

[9.9] 13.7  (09-16-1998)
Signatures, Initials & Entry Date

1. Special Agent Signature: The Special Agent is responsible for the accuracy of all data reported and must initial or sign to this effect. No Form 5043 data will be input into the CIMIS system unless this block is completed.
2. Manager Signature: The manager must initial or sign this block indicate management review of Form 5043. No Form 5043 data will be input into the CIMIS system unless this block is completed.
3. Operator Initials:
   1. If Form 5043 does not reflect the Special Agent's or manager's initials/signature and date, return to the originator.
   2. If Form 5043 reflects the Special Agent's and the manager's initials/signature, operator will initial this block upon successful completion of data input.
4. Entry Date: The terminal operator enters the date Form 5043 data was input.

Exhibit [9.9] 13-1  (08-04-1999)
Form 5043, Criminal Investigation Monthly Activity Report